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Customize your invoices, estimates, and sales receipts in QuickBooks Online

Learn how to personalize your form designs and add the info that matters to your business you.

QuickBooks Online gives you the tools to create attractive, professional-looking invoices, estimates, and sales receipts. You don’t need to be a designer to make eye-catching custom forms. They're a great way to enhance your business' brand.

You can change the basic design, layout, and info on forms. Once you create your masterpiece, save it as a custom template so you can use it at any time.

Step 1: Create a new template

You can create separate templates for your invoices, estimates, and sales receipts. You can also have multiple templates for each form.

  1. Go to Settings ⚙ and then select Custom Form Styles.
  2. Select New Style.
  3. Select the type of form you want to create.

Step 2: Design your template

You'll see a preview of your changes as you make them. Whenever you're ready to save your changes, select Done.

To adjust the general layout and look of your template:

  1. Select the Design tab.
  2. Give your template a name.
  3. Select Dive in with a template  to choose a layout. These layouts are fixed. We recommend the Airy Classic. If you want to add SKUs or create progress invoices, you need to use Airy Classic.
  4. Select Add your unique logo to upload a new logo.
  5. Select Splash on some color to pick a color scheme. You can also enter a hex code and use a custom color.
  6. Select Get choosy with your font to change the font and size.
  7. Select When in doubt, print it out to adjust the margins. This is important if you send printed forms to your customers.

The company logo you use for QuickBooks appears automatically on sales form. ou can save multiple logos, but only use one at a time. Logos must be:

  • Formatted as a .gif, .bmp, .jpg, .jpe, or .jpeg
  • Smaller than 10 MB

Step 3: Customize the info on your forms

Go to the Content tab to start customizing the details. Forms have three sections: header, table, and footer.

Select a section on the sample form to edit the fields. You'll edit each section separately. 

You can edit, add, or remove data fields. You have tons of options. We won't cover them all, but here are a few highlights:

  1. Select one of the sections (header, table, footer). If you select the table section, also select Edit labels and widths.
  2. Select a data field.
  3. Enter a new label. 

Edit your company info

Your company info automatically appears in the header. Add or remove the data fields you want customers to see.

  1. Select the header section.
  2. Edit the fields.

Show or hide data fields

  1. Select one of the sections.
  2. Select the checkboxes to show or hide any fields.
  1. Select the header section.
  2. Select + Custom field.
  3. Enter a label for the custom field.

You can add up to three custom fields.

  1. Select the header section.
  2. Select the Form numbers checkbox.
  1. Select the table section.
  2. Select Edit labels and widths.
  3. Select the Include description here checkbox.
  1. Select the table section.
  2. Select Edit labels and widths.
  3. Use the sliders to adjust the width.

To remove a column completely, select and uncheck the column label's checkbox.

  1. Select the table section.
  2. Select Edit labels and widths.
  3. Drag the square icon next to a data field to a new spot on the list.

Step 4: Personalize your email message

Make things personal and change the message customers see when they get their invoice or sales receipt. If you want to use your default messaging, you can skip this.

In the Custom Form Styles window, go to the Emails tab. You can edit the subject line, greeting, and message body. You can even customize reminder emails.

Step 5: Turn on online payments for invoices

If you want to get paid faster, let your customers pay their invoices online.

By default, invoices aren't set up for digital payments. First you need to turn on QuickBooks Payments. This is an add-on payment processing service.

You can turn on payments once you're finished customizing your form:

  1. Select the + New button.
  2. Select Invoice.
  3. In the Online Payments section, select Finish setup.
  4. After you sign up, go back to the invoice. Select and check the payment options you want to make available.

Learn more about QuickBooks Payments.

Step 6: Apply a template to an invoice, sales receipt, or estimate

QuickBooks uses whatever you set as your default template each time you make a new invoice, sales receipt, or estimate. You can also select a specific template for specific transactions directly on the form:

  1. Create or open an existing invoice, sales receipt, or estimate.
  2. Select Customize in the footer.
  3. Select a custom template from the list.

Step 7: Edit custom templates

To manage your custom templates, select Settings ⚙ and then Custom Form Styles

QuickBooks creates a standard template based on your first custom template. It becomes your default template for invoices, sales receipts, and estimates.

To set one of your other custom templates as the default:

  1. In the Custom Form Styles window, find your template.
  2. From the Action column, select the arrow icon.
  3. Select Make default.

To edit a custom template:

  1. In the Custom Form Styles window, find your custom or standard template.
  2. From the Action column, select Edit.

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